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Alert Problem and Item-Level Permissions RRS feed

  • Question

  • Hello!

     

    I have a list with 2 Groups "Memebers" and "Readers" with different users. All have an alert for added documents/folders on the list which is sended once a week.

    Now when i create a folder and change the permission that only members can see and edit it i get following problem:

    The readers get in their e-mail alert also a link to that folder and when open they dont have permission.

    Its good that the dont have permission. but i dont understand why they also get the link in the alert email.

    So we get now complaint about that.

     

    Why the link to the folder is in the email. when i remember right there should be a check of permissions before send the email.

    how can i prevent that problem?

     

    thx for help

    ronald

    Friday, July 1, 2011 7:27 AM

Answers

  • Hi Ronald,

    If you enable “Alert Me” for 2 groups “Members” and ”Readers” on that list level, when you create the item folderA (folder is also an item) under the list, it would send the email alert to 2 groups.
    And then if you remove the ”Readers” permission on folderA, the items under the folderA would not send the email alert to “Readers” group.

    In your case, folderA creation is previous than permission modification, so it is normal to send the alert (of folderA) to both 2 groups, and the “Readers” group has no permission on folderA.

    If you don’t want to send the folder alert to the “Readers” group when it is created.

    You can remove the “Readers” alert on the list level, and create 2 sub-folders:
    One folder has only permission for the “Members” group;
    And another folder has the permission for both 2 groups and set the alert for “Readers” group. 
    Then add the new documents/folder in these 2 sub-folders.

     

    Thanks,
    Daniel


    Regards, Daniel
    Wednesday, July 6, 2011 1:40 PM
    Moderator

All replies

  •  

    Try using the following advanced alert from codeplex to manage  alerts on list or item for SharePoint groups.

    http://advancedalert.codeplex.com/


    --Cheers
    Friday, July 1, 2011 1:49 PM
  • Hi Ronald,

    If you enable “Alert Me” for 2 groups “Members” and ”Readers” on that list level, when you create the item folderA (folder is also an item) under the list, it would send the email alert to 2 groups.
    And then if you remove the ”Readers” permission on folderA, the items under the folderA would not send the email alert to “Readers” group.

    In your case, folderA creation is previous than permission modification, so it is normal to send the alert (of folderA) to both 2 groups, and the “Readers” group has no permission on folderA.

    If you don’t want to send the folder alert to the “Readers” group when it is created.

    You can remove the “Readers” alert on the list level, and create 2 sub-folders:
    One folder has only permission for the “Members” group;
    And another folder has the permission for both 2 groups and set the alert for “Readers” group. 
    Then add the new documents/folder in these 2 sub-folders.

     

    Thanks,
    Daniel


    Regards, Daniel
    Wednesday, July 6, 2011 1:40 PM
    Moderator
  • Hi Daniel!

     

    Thank you very much for your answer!

    So the only workaround would be to delete all alerts and make a root folder with the correct permissions and then add again the alerts? Because it wont be last

    time that i need to modifiy the permissions of a folder.

     

    I thought before the alert get sended the permissions will be checked. At least i interprated that from the article in the msdn.

     

    Will it be the same with the alerts at Sharepont 2010?

     

    Br,

    Ronald

    Thursday, July 7, 2011 7:51 AM